Leave of Absence Employee Checklist FAQ

  • How do I request a leave?
  • Request must be made 30 days in advance of leave date if feasible, or as soon as need for leave is known if less than 30 days.
  • I requested my leave, and what are the next steps?
  • 1. Employee completes employee section of the Staff Leave Request Form, attaches the medical certification if available, and gives it to the supervisor and/or LOA Services.
    2. The employee and LOA services plan the use of accrued leave, and the employee works with the department to schedule the leave to cause the least amount of disruption to the department.
    If you are requesting a continuous leave of absence, please confirm your pay status. Your department will be responsible for adding time away until the leave is approved; at which time LOA will manage the timesheet.
    - File your claim for disability benefits with Lincoln Financial: [Link](https://www.mylincolnportal.com/customer/public/login)
    - Upon disability approval or leave without pay status, please contact UC Path to discuss your benefit premium monthly payment: 
       - Direct Billing Payments Online: [Link] (https://commerce.cashnet.com/ucpathbenefitsbillingportal)
       - Phone: (855) 982-7284 or Email: ucpath@universityofcalifornia.edu
    - In the event of a leave without pay for longer than 6 months, contact UCPath to discuss your benefit premium monthly payment.
  • LOA services determine eligibility for FMLA – How long would it take?
  • - Employee must have at least 12 months of university service (need not be continuous) and at least 1,250 hours actually worked in the 12-month period immediately preceding commencement of the leave (hours worked include overtime but do not include holiday, vacation, sick leave, or other paid leaves).
    1. LOA SERVICES NOTIFIES EMPLOYEE OF ELIGIBILITY AND RIGHTS
       - Provides notification within five (5) business days of receipt of leave request; requests medical certification of the need for leave.
    2. EMPLOYEE PROVIDES APPROPRIATE MEDICAL CERTIFICATION
       - Employee provides certification within 15 days of receiving their Notice of Eligibility, or notifies LOA Services if extra time is needed. If certification is unclear or incomplete, LOA Services requests additional information.
    3. LOA SERVICES PROVIDES EMPLOYEE WITH DESIGNATION NOTICE
       - Within 5 business days of employer receiving sufficient information regarding qualification of leave, LOA Services provides written notification of designation, disability filing instructions, benefits contact, and return to work information to the employee.
  • How do you extend your leave? What is needed to return to work?
  • - Employee notifies department and LOA if any change in return-to-work date is anticipated.
    - If a leave extension is needed, the employee should notify the department and LOA as soon as possible and must provide an updated medical certification to LOA services for the extension one week before the original return-to-work date.
    - If previously requested, the employee must provide Return to Work Certification prior to return to work.
    Please note that access to the Ecosystem web application may be limited for the first 48-72 hours of your return. Wall clocks may still be used for badged entries. Please have your department manage any time-off requests pending access restoration.
  • How do I return to work with restrictions?
  • - If you have received a return to work with restrictions, ensure that you and your department have reviewed, completed, and returned the Temporary Accommodation Form.
    - If your department is unable to accommodate your restrictions, contact Disability Management at dmshelp@ucdavis.edu: [Link]
    - Employee contacts the UC PATH OFFICE for benefit enrollment verification and to restart benefits not continued during the leave.
  • How do I get paid?
  • Continuous leave request for an employee’s own serious health condition:
    - Career employees may file a disability claim with UC’s disability carrier Lincoln Financial. 
    - You must meet a waiting period using your accrued Sick leave before Lincoln Financial may begin disability payments. 
    - If you choose not to file a claim with Lincoln Financial, you may use your Sick & Vacation accruals in accordance with your collective bargaining agreement or personnel policy. 
    - Per Diem employees that are eligible for Core benefits may also file a disability claim with Lincoln Financial. 
    - Lincoln Financial disability payments are issued biweekly on a schedule determined by Lincoln Financial.
    Please note: The LOA team will process your Ecosystem time cards during your leave of absence, and your manager will continue to approve your time cards on the regular approval dates. You are not responsible for managing your time card during your leave of absence.
  • What about State Disability Insurance (SDI)?
  • UC Davis Health does not participate in SDI. However, if you have been with UC for less than 18 months or if you have a second job that pays into SDI, then you may be eligible to file a claim with EDD in addition to filing a claim with Lincoln Financial. Contact the EDD office for questions related to SDI eligibility & benefits: [Link]
  • How do I get paid for intermittent requests?
  • - You may use your Sick & Vacation accruals in accordance with your collective bargaining agreement or personnel policy.
    - Your department will be responsible for tracking the intermittent absences.
    - If you are on an approved Intermittent FML and you cannot report to work due to your own or approved family member serious health condition, follow your department’s call-in procedure and pay type; please indicate that your absence is FML.
    Note:  If you are on an approved Intermittent FML and you cannot report to work due to your own or
    approved family member serious health condition, you are required to follow your department’s call-in procedure and pay type please indicate that your absence is FML.
  • What happens to my benefits while on leave?
  • Quick Guide to UC Benefits Continuation While on Leave.

RESOURCES

For additional information, employees may view the FMLA poster located in the department or contact the department human resources.

Additional leave resources:

- [ELR Department] (https://hr.ucdavis.edu/departments/elr/dms)

- [Employee Benefits] (https://hr.ucdavis.edu/employees/benefits)

- [Employee and Labor Relations] (https://hr.ucdavis.edu/departments/elr)

- [ASAP Resources] (https://hr.ucdavis.edu/departments/asap/resources-ucdh)

- [UCNet Compensation and Benefits] (https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html)